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Introduction

This document describes the items which exist under the Aphasia Forum Team. The team was created separate from other Speakeasy teams, to make sure that all data is fully segregated from Speakeasy data.

Overview

Forms

The following electronic forms have been created, to enable anyone anywhere to register either as a member or as a facilitator:
Both forms ask similar questions, but have some subtle differences. The forms work in conjunction with Power Automate flows to populate a Sharepoint list using the responses from each form.

SharePoint Lists

Data captured from the forms described above is stored in a Sharepoint list called “Aphasia Forum Members“. Whilst the list is called Aphasia Forum Members, it actually contains details of both members and facilitators.

Power Automate Flows

The following Power Automate Flows have been created:

Aphasia Forum: Member Registration

This flow is triggered when a submission of the “Aphasia Forum: Member Registration Form” is detected.  It works by transferring the data from the responses into the “Aphasia Forum Members” Sharepoint list. The flow for member registration creates a contact with a contact type of “Member”. Initially, the new contact is created with a status of “Pending” – an administrator can then modify the status to active or archived, as appropriate.

Aphasia Forum: Facilitator Registration

This flow is triggered when a submission of the “Aphasia Forum: Facilitator Registration Form” is detected.  It works by transferring the data from the responses into the “Aphasia Forum Members” Sharepoint list. The flow for member registration creates a contact with a contact type of “Facilitator”. Initially, the new contact is created with a status of “Pending” – an administrator can then modify the status to active or archived, as appropriate.

Aphasia Forum: Email Contacts

This flow works in a similar way to the backup flow. Instead of creating any files, it simply exports all active members from the Sharepoint list, formats the data as a CSV structure, and attaches the CSV to an email, which is then sent to the Aphasia Forum administrators outside of the Speakeasy organisation so that they can update their records.

Associated Apps

The app “Aphasia Forum Contacts App” can be used via a mobile phone or desktop PC to view or edit the sharepoint list data. The app can be launched here, or from Teams by navigating to “Aphasia Forum…General.” and clicking on the “Aphasia Forum App” tab.

Sharing the Aphasia Forum Apps with Users External to the Speakeasy Organisation

This is actually quite straightforward. As the Sharepoint list was created in the Aphasia Forum” team, there are default permissions applied to access the list data.  All that is required is for a Teams administrator, via Microsoft Teams, to click on the ellipsis to the right of the “Aphasia Forum” team and click “Add Member”. Specify the email address(es) of the user(s) to be added – a warning may appear to indicate that these lie outside of the Speakeasy organisation – then click “Add”. The user is added as a guest.

Removing Teams/App access from Users External to the Speakeasy Organisation

All that is required is for a Teams administrator, via Microsoft Teams, to click on the ellipsis to the right of the “Aphasia Forum” team and click “Manage Team”. A list of users who have access to the team is then displayed – guest users (typically users external to the organisation) are displayed in a separate list and can easily be deleted.

Email Distribution List

Whilst there is an email distribution list called “Aphasia Forum”, this is manually populated with staff members only. When the forum was originally created, with some  administrators who were external to Speakeasy, it was not known how they could be given access to a Speakeasy distribution  list without granting them a precious Teams/Office 365 licence.

However, if a similar forum was created in the future, a distribution list could be configured to be visible to users outside of the Speakeasy organisation – see: Making Distribution Lists Accessible to Users Outside the Organisation. This would enabling forum administrators outside of Speakeasy to be able to email  all contacts in the forum. No additional Teams/Office 365 licence would need to be used up. Population of the distribution list could be automated by adding some code to the following Powershell script: Synchronisation of Email Distribution Lists.